Policies and Procedures Manual

Chapter 3: Student Affairs

03:09:03   General Conditions

Related Policies and Guidelines

TBR Guideline G-030 Contracts

  1. Use of campus property and facilities, pursuant to prior approval as hereinafter required for meetings or other activities, is subject to limitations on the number of persons who may attend in accordance with appropriate building and fire codes and safety standards.
  2. Regulations of the College, which relate to the conduct of assemblies, meetings and demonstrations of affiliated groups, organizations and individuals shall apply to assemblies, meetings and demonstrations of non-affiliated groups, organizations and individuals.
  3. Sound amplification equipment may be used by groups, organizations and individuals at assemblies, meetings and demonstrations only when prior approval has been granted by the appropriate official of the College provided, however, that such sound amplification is subject to reasonable regulation by the College with respect to time, place, manner, and volume.
  4. College equipment may be used in connection with the use of campus property and facilities only with the approval of, or under the supervision of, approved College personnel.
  5. The College shall establish a system whereby affiliated groups, organizations and individuals are given priority in the use of property and facilities. Such requests will be held and considered in the order received. The decision to grant or deny requests will be made at least ten (10) working days prior to the date of the requested use.
  6. Campus property and facilities may not be used by any non-affiliated group, organization or individual for the conduct of profit-making activities except when a rental or lease agreement is negotiated and the College receives a fair rental value for the property or facilities used. Rental or lease agreements may be required for non-profit activities of non-affiliated groups, organizations or individuals provided that rental charges for such use may be reduced or waived in the discretion of the College depending upon the nature and extent of the proposed use.
  7. Rental rates may include the fair market value of providing the property or facilities which may include overhead, depreciation, maintenance and security expenses. Rental charges may be based in part upon a fixed percentage of the gross receipts of the activity with a minimum rental charge for use of the facilities.
  8. All rental or lease agreements between the College and non affiliated groups, organizations, or individuals must be approved by the Chancellor of the Tennessee Board of Regents, or their designee if such agreement deviates from TBR Guideline G-030 Contracts.
  9. In utilizing campus property or facilities, non-affiliated groups, organizations and individuals shall provide:
    1. Adequate bond or other security for damage to the property or facilities during the period of the use;
    2. Personal injury and property damage insurance coverage;
    3. A performance bond or insurance guaranteeing or insuring performance of its obligations under the contract; or
    4. Other types of insurance in such amounts as are designated by the College provided that the College may waive the requirements of security, performance bond or insurance coverage.
  10. All non-affiliated groups, organizations and individuals agree, by making application for registration of an activity and by subsequent use after approval by the College to indemnify the College and hold it harmless from any and all liabilities arising out of such groups, organization’s or individual’s use of the property and/or facilities of the College, including, but not limited to, personal injury, property damage, court costs and attorney fees.
  11. Affiliated groups, organizations and individuals may be assessed the cost of providing maintenance and/or security required as a result of their use of campus property or facilities.

Back to Top

Divisional Review Responsibilities Checklist: Finance and Administration

Revision History: April 2014; Edited Nov. 2019